Personal Assistant

Education/Qualification

• 2005    St Matthews RCHS – 9 GCSEs Achieved, including Mathematics and English

Systems used

• Microsoft Word, Excel and Outlook
• DocuSign
• Searchflow

Career Summary

Current Employer – Real Estate

Position – Real Estate Legal Secretary

Dates – May 2022 – Present

• Reports to the Team Leader
• Manages a shared inbox, ensuring emails are handled in date and time order

• Produces and maintains databases and spreadsheets, managing and manipulating data
• Deals with the incoming post
• Sorts meetings on Outlook for internal and external meetings for each of the fee earners
• Carries out conflict checks and money laundering checks against new clients
• Sets up documents on DocuSign and sending them out to clients to sign electronically
• Creates cheques, Telegraphic Transfer Payments and BACS payments daily
• Raises invoices and disbursements
• Archives deeds and sends them to storage
• Set up searches to Searchflow
• Completes expense claim forms for the Partners when they have attended client meetings/ events and lunches
• Picks up digital dictations with instructions on tasks that need to be completed
• Types up letters and sends correspondence and documentation out to clients
• Scans documents that come into the office

Previous Employer – Solicitors

Position – Real Estate Legal Secretary / Personal Assistant

Dates – March 2019 – May 2022

• Responded and dealt with external or internal telephone calls and queries in a professional manner and took clear and concise messages for fee earners
• Actively engaged with the workflow through the team inbox, directed work through it and took appropriate work from it in priority order
• Booked internal and external client meetings
• Produces and maintains databases and spreadsheets, managing and manipulating data
• Managed expectations in terms of deadlines and outcome of tasks assigned
• Organised files, including opening and closing files, archiving, and ensured all that all relevant documents are filed electronically
• Sent BACS, Telegraphic Transfers (TT), and faster payments daily
• Created standard bills, disbursements, amending narratives as well as requesting credit notes, raised cheques and invoices
• Settled invoices to be paid on client accounts
• Sent payments to HMRC on a weekly basis
• Raised and submitted SDLT returns to HMRC
• Set up deed packets for clients ensuring all client documents are stored safely and correctly
• Created letters using letter templates and sending out client documentation
• Submitted title plans, title registers, title deeds, leases, charges, and other documents to the Land Registry
• Listened and typed up digital dictations for all the fee earners on Big Hand
• Provided administrative support to fee earners
• Carried out conflict searches
• Assisted on ad-hoc projects as and when required, for example managing bundles, assisted during team events, indexing documents etc
• Booked team holidays for the whole team

Previous Employer – Chartered Accountants

Position – Receptionist / Administrator / PA Assistant

Dates – May 2018 – February 2019

• Answered all incoming calls and directed them to the correct individuals
• Took messages and ensured they were communicated accurately and quickly
• Managed all incoming posts and distributed it to the relevant people
• Redirected post as needed
• Logged cheques and accounts that arrived at the office
• Franked and sent out all outgoing mail
• Managed three meeting rooms daily, ensuring smooth operation
• Ensured meeting rooms were tidy and fully stocked
• Used Outlook calendar to book meeting rooms for partners and clients
• Managed diaries and emails
• Managed general secretarial duties such as typing, filing, faxing, photocopying, and scanning
• Ordered stationery, paper, and other office equipment
• Prepared client letters using standard letter templates
• Listened to digital dictations and typed them up for partners and PAs

Previous Employer – Fire and Security

Position – Office Administrator / Customer Service / Planning Administrator

Dates – September 2008 – May 2018

• Met and greeted all visitors to the site, ensuring health and safety messages were relayed

• Managed onsite room bookings for internal and external meetings
• Supported visitors and contractors coming to the site
• Managed all incoming post
• Managed general inquiries
• Responded to live alarm activations
• Consulted with Police and Fire authorities
• Coordinated with national ADT branches to resolve customer queries
• Planned engineers’ daily schedules and workloads
• Contacted equipment hire companies to rent items such as cherry pickers, scissor lifts, ladders, and star lifts
• Requested permits to allow engineers access to shopping center sites or restricted areas
• Sent out risk and method statements to customers
• Booked inspections for customers

Previous Employer – Retail

Position – Sales Assistant Dates – May 2006 – December 2007